Hello again, this is the fourth article in my series all about Onboarding, and how as a VA you can give a great onboarding experience to your clients. This article is all about managing that onboarding experience – for free! 

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Save on subscriptions

Subscriptions add up, and when you are starting out those payments can be too much, rather than paying out and using software such as Dubsado, you can simply list it all yourself or hunt for free software that can get the job done.

As a VA, we focus on the details, we hate making guesses, thinking that we are missing steps, or are letting things slip through the net, and by managing your process correctly, you can eliminate those worries and the errors that can be caused when you do forget steps (it happens to everybody!).

Behind the Scenes

There are things that you can do behind the scenes to mitigate that, and I am hoping that in this article I can help you manage your onboarding process for free using software that you probably already use on a daily or weekly basis. You want software that is effective but not expensive, as a new VA either starting out or only has a couple of clients you don’t want to overspend on Dubsado, so I’m going to introduce you back to the old world of spreadsheets and managing your clients using a spreadsheet. 

Using a spreadsheet

  • Create an Excel or a Google Sheet and note your process along the top. 
  • At the top of each column, write what the steps are of your process.
  • Down the side, are your client names. 
  • Find the check box function. On Google Sheets, go to Insert, and then select ‘insert checkbox’, this put checkboxes along the whole grid. 
  • Work from left to right, following your process along. 
  • Make sure you remember to use the ‘gridline function’
  • Add a ‘notes’ box for yourself to jot down any extra notes about that client

Remember this is not a workflow, it’s nothing automated, nothing’s going to happen it’s purely just a reminder to yourself that these are steps in your process and you want to have all of those checkboxes ticked up to that point to allow the workflow to continue after that. Use whatever you want colours, markers, grid markers, anything that is obvious to you to put a pause in the workflow there.


I have a version of this spreadsheet in my ‘Client journey in a box’, which is available on my website, which has plenty of other templates on too, alternatively, you can just have a go at making one yourself.


I hope this part of the series has been helpful and I look forward to hearing from you, and if you follow Olivier consultancy on Instagram or Facebook,  I would love to know if you’ve made a spreadsheet, what it looks like and how it’s working for you.